Modern ICT environment and secretaries This was designed accordingac to the advices of Prof.Liyanage (Information Technology Center University of Peradeniya, Sri Lanka)

1. Modern ICT Environment and
Secretaries

2. Today’s Information Technology can help
an office to be more responsive, efficient
and flexible in the face of continuous and
rapid changes. Properly used information
technology will allow your organization to
streamline its processes and focus on its
core skills and abilities.

6. What is Information Technology

7. Who is a Secretary
 A secretary keeps an office
running smoothly.
 Secretaries have a wide range
of duties, depending on the
offices that they work for, but as a
general rule, they are extremely
efficient and well organized.

8. Why you need a Secretary
Have taken on more responsibilities and are
constantly contributing to the success of the
Department.
They are not just doing paperwork and answering
phones; in fact both are relied upon for their
computer and financial skills, and are responsible
for many processes

9. Secretaries can change the world!

10. Traditional Secretary Modern Secretary
IT

11. Typewriting.
Shorthand dictation.
Answering of telephone calls.
Traditional Secretary Processing of mails.
Basic Computer works.

12. Today’s secretaries
are exposed to office
technology including the
internet and that make work
much easier.

13. Machines and Equipments
(Traditional Office)

14. Tape recorders & Cassette players

15. Desktop Computers

16. Photocopiers

17. Scanning machines

18. Telephone equipments

19. Machines and Equipments – Modern Office
1. Laptop & Notebook Computers
2. Smart Phones
3. IP Phones
4. The Duplex Scanner

20. 1. Laptop & Notebook Computers
A laptop, also called a
notebook, is a personal
computer for mobile use.
A laptop integrates most of
the typical components of a
desktop computer.

21. 2. Smart Phones
is a device that lets you make
telephone calls, but also adds
features that you might find on a
PDA or a computer.
Also offers the ability to send and
receive e-mail and edit Office
documents, for example.

22. Smart Phones …
Operating System:
1.BlackBerry OS.
2.Palm OS.
3.Windows Mobile.
Software: A smartphone will offer more than just an
address book. It may allow you to create and
edit Microsoft Office documents or manage
your finances.
Web Access: A smartphones offer access to the Internet.
You can use your smartphone to browse your
favorite Web sites.

23. Smart Phones …
QWERTY Keyboard: A smartphone includes a QWERTY
keyboard, so the keys are laid out
in the same manner they would
be on your computer keyboard.
Messaging: All cell phones can send and receive text
messages, but what sets a smartphone apart
is its ability to send and receive e-mail. Some
smartphones can support multiple e-mail
accounts. Others include access to the popular
instant messaging services,
AOL's AIM
Yahoo! Messenger.

24. 3. IP Phones
What is an IP Phone?
An IP Phone is a phone that uses Voice Over Internet
Protocol (VoIP) technologies.
In the business world, your phone bill can get expensive.
Constant calls to clients, faxes and more can cost you.
That’s why these days more and more businesses are
turning to IP Phones.

26. 4. The Duplex Scanner
The Duplex Scanner scans and reads hard-copy
documents in half the time of regular scanners.
It accomplishes this seemingly impossible feat by
reading the front and backside of a document, at the
same time.
Also operates much like a regular scanner.

27. Skills needed to a secretary
Technology Skills
Interpersonal Skills
Writing Skills
Organizational Skills
Teamwork
Multi-Tasking Skills
Research skills

28. IT Skills
Equipm-
ents

29. Necessary IT skills to develope
1.Application Software handling.
2. Desktop Publishing.
3. Effective use of Web tools.

30. 1. Application Software handling
Understanding Windows Environments.
Word Processing (MS Word).
Spread Sheets (MS Excel).
Presentation Development (Power Point).
Database Management System (MS Access).
Graphic Designing.

31. 2. Desktop Publishing
Desktop Publishing is the use
of the computer and software
to create visual displays of
ideas and information.
Desktop publishing documents
may be for desktop or
commercial printing or
electronic distribution
including PDF, slide shows,
email newsletters, and the
Web.

32. Effective Use of Web tools

33. Google-Docs (Web-based office suite)
Learn More

34. (Personal start page)

35. Delicious (Online Bookmarking Tool)

36. URL editing tools

37. MindMeister (Online Mind Mapping Tool

38. PowerPoint to Flash tools

39. Wallwisher

40. Evernote (Online note taking tool)

41. Sharing Document

42. Visual Search Engines

43. Screen Draw Tool - Write or Draw on Screen in
Presentation

44. www.similarsites.com

45. www.gleancomparisonsearch.org/

46. Knowing Knowledge Work
Were you ever taught
to be a knowledge
worker?

47. Knowing Knowledge Work
As office automation continues to evolve, retraining and
continuing education will remain integral parts of secretarial
jobs.
Changes in the office environment have increased the
demand for secretaries and administrative assistants who
are adaptable and versatile.
Secretaries and administrative assistants may have to attend
classes or participate in online education to learn how to
operate new office technologies, such as
Information storage systems.
New equipments.
The Internet.
New updated software packages.

48. New Trends
 E-Govenence.
 Life Long Learning.
 Virtual Office Secretary.
Use of Social Networks.

49. Summary
Many private business organizations have computers and
other modern office technological gadgets. Some
however do not have and this affected the productivity of
secretaries in such business organizations. The skills of
the secretaries in the use of technological gadgets are
basically portrayed in virtually all aspects of the working
environment in a modern business office.

50. The End.

51. Personal Digital Assistant (PDA)
Back

52. Google-Docs (Web-based office suite)
 Create and share your work online.
 Upload your files from your desktop.
 Access anywhere: Edit and view your docs from
any computer or smart phone.
 Share your work: Real-time collaboration
means work gets done more quickly.

53. Google-Docs (Web-based office suite)
We keep Same for our
things we need documents

54. Google-Docs (Web-based office suite)
If you need to send a document
you can attached it into a e-mail

55. Google-Docs (Web-based office suite)
1
2
3
Your document
exist in 4 places

56. Google-Docs (Web-based office suite)
Document to e-mail addresses

57. Google-Docs (Web-based office suite)
e-mail addresses to a document

58. Google-Docs (Web-based office suite)
Mark’s Office

59. Google-Docs (Web-based office suite)

60. Google-Docs (Web-based office suite)
https://docs.google.com/

61. Google-Docs (Web-based office suite)
https://docs.google.com/

62. Google-Docs (Web-based office suite)
https://docs.google.com/

63. Create basic document or Upload your
existing files.

64. Share and collaborate in real time.
Choose who can access your documents :
Just enter the email addresses of the people with whom you
want to share a given document and send them an invitation.

65. Safely store and organize your work.
Edit and access from anywhere.
Safely store your work.
Easily save and export copies (DOC, XLS, PDF,HTML
formats)
Organize your documents.

66. Control who can see your documents.
Publish your work as a web page.
Control who can see your pages.
Post your documents to your blog.
Publish within your company or group.
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